The following questions and answers are provided to help customers find answers to frequently asked questions. If you wish to suggest additional questions, please contact Bob Callaway, the Unit Manager of SEOPL.

A1. PD-02 exception letters provide a mechanism to request authorization allowing a project to proceed to bid advertisement given some incomplete PS&E submittal requirement(s). The exception letter must list all outstanding items and include for each item:

oa resolution plan,

othe expected resolution date,

othe responsible person for each outstanding item.

By default, approved PD-02 exceptions letters are assumed to authorize projects to proceed to advertisement only. Projects will not be allowed to proceed to bid opening, project award, or issuance of a Notice to Proceed unless explicitly requested in the exception letter and approved by the Deputy Director.

In all cases, the Office of Pre-Letting (OPL) QA staff has been tasked to track identified outstanding PD-02 issues by periodically querying the PL/CPM/LAL regarding the status of the resolution plan(s). The project PL/CPM/LAL carries the responsibility to confirm to the OPL QA staff that all the listed issues have been resolved. The ODOT Procurement Office Construction Contracting Unit must also be so advised so they can proceed with contract award. This notification needs to be in writing (e-mail preferred) and can be directed to the project QA engineer, to OPO Construction Contracting directly, or both.

Q2. Can a Notice to Proceed (NTP) with construction be issued with outstanding PD-02 Exception Letter issue(s)?

A2. PD-02 exception letters routinely request authorization to proceed to bid advertisement and bid opening given some incomplete PD-02 required items. This request must list the outstanding items and include a resolution plan for each of them. Most often PD-02 exception letters only request permission to proceed with advertisement and are silent regarding the question of proceeding with contract award.

In the latter cases, the Office of Pre-Letting QA staff has been tasked to follow the outstanding PD-02 issues by periodically querying the PL/CPM/LAL regarding the status of the resolution plan. When the PL/CPM/LAL has confirmed that all the listed issues have been resolved, the ODOT Procurement Office Construction Contracting Unit can be so advised and will then proceed with contract award. This notification needs to be in writing (e-mail preferred) and can be directed to the project QA engineer, to OPO Construction Contracting directly, or both.

Unless PD-02 letters explicitly request authorization to advertise and award, contracts will not be issued until confirmation from the PL/CPM/LAL that the outstanding issues have been satisfactorily resolved.

Q3. [Estimator Question] Why is the catalog lined through for certain items – do I have a faulty catalog?

A3. The “unit system” default must be preset before entering data into the “Skeleton”. In this case, the metric default was not changed to English prior to accessing an English catalog to enter new bid items. View Screenshots below:

A4. The need to identifying your project bid date accurately depends somewhat on stage of the project. We recommend following the logic shown in the diagram linked below. The logic can be described as follows:

At project initiation and up to 13 months prior to the planned bid month, we recommend you target the first day of the month in which the project is desired to be bid. Be sure to account for the PS&E submittal/advertisement lead time, typically 45 calendar days prior to bid opening - longer for projects intended to be advertised more than 3 weeks.

During the 7th month, contact the Office of Pre-Letting to confirm the recommended bid date. This last step will enable you to take into account any additional bid dates beyond the "standard dates" that may have been added to the schedule and to place your project for competitive bidding. Once this date is agreed to it will be shown on the "Six Month Schedule of Projects" which OPO makes available to the contracting community and the public. http://www.oregon.gov/ODOT/CS/OPO/construction/schedule_of_projects.shtml

A5. The website shows the bid items as they will be viewed and bid by contractors. An "A" designation at the end of a bid item indicates the bid item is either a lump sum (LS) or a "hybrid". Hybrids are bid items that have been developed from specific estimated quantities, but for bidding purposes, have been "lumped" together as a lump sum. When using hybrid bid items the estimated quantities are input in Estimator and automatically converted to lump sum within the PES/DSS systems.

Q6.[Hybrid Lump Sums Question] Does the "A" at the end of the item number designate a hybrid item?

A6. Not necessarily – the "A" designation indicates either Lump Sums or Hybrids. Be sure to check the unit of measure in Estimator with each item – again, if the A designation is accompanied with anything other than “LS” in the unit of measure field, this is your indicator that the item is a Hybrid

Q8.[Hybrid Lump Sums Question] When I print out the estimate from Estimator, the bid items with an "A" at the end of the item number still show up with specific quantities (i.e. m³). This is incorrect, what is happening?

A8. The printing function for Estimator will show and print the item with quantities and prices. You will not be printing the bid schedule for the contractors so this is not a problem. The PES overhead system will take care of the contractors bid schedule – that will print out the 1 and “LS” for bidding purposes.

Q9.[Hybrid Lump Sums Question] What happens if I don't have quantities for a hybrid, and I just want to use a true LS?

A9. In all cases, we will want quantities for the hybrid lump sums – simply using lump sums has never been an ODOT standard for cost tracking and in the past the Bridge group has been manually entering the quantity data into systems for federal reporting and cost information that is sent back to the bridge designers. In some cases, the bridge group has had to go back and re-calculate quantities to complete their reporting data. The Estimator system is designed to eliminate the redundant data entry process. In all cases, we will need the quantities.

Q11. [Hybrid Lump Sums Question] I don't want to disable the bid histories by using a quantity of 1, but I'm not finding a way around it yet. How can I do this?

A11. The simple answer is to contact the bridge designers and obtain the quantity data necessary to complete the hybrids. The Estimator training for designers is beginning next month – these designers will be using the template system to enter data for their engineering discipline.

Q12. [Estimator Question] I've checked the most current English Bid Item List, and it appears that there is no item number for the Deck BT 72 Precast Prestressed Beams. In situations where a bid item is not listed on the bid item list, should we just indicate the first four digits of the item number or leave the bid item number blank?

A12. Please do not leave blanks in the bid item list selection box. You will need to select a bid item with the first four digits matching the Oregon Standard Specifications for Construction (as closely as possible) and with the first 3 digit places following the dash (-) designated as "9Z9" and the last letter matching the unit of measure you are selecting for the item. In this case you would select the letter "F" for feet. Once this is selected you will need to fill in the supplemental description box with the item description - all letters in caps.

Q13. [Estimator Question] In one of the training sessions, we were told that we could obtain a copy of the template file, which was used to create a previous job that lists the most common bid items typically associated with a new bridge construction. How can I get a copy of that file?

A13. The template file is available from the region tech center. Please contact your local tech center to obtain a copy.

Q14. [Estimator Question] If there is not a current 9Z9 miscellaneous item number in the catalog under the proper section (0290), how do I add one? I'm trying to create two 0290-9Z9 items, but I can't get the field to accept my typed in entry.

A14. Use the 9z9 from another section that is a close fit to the 0290 section - the prefix to the -9z9 does not need to be an exact fit for the "bucket item" bid items. This data is not intended to be regenerated in the historic data fields.

Q. What criteria are used to decide if a new traffic signal is needed?

A. A thorough investigation of traffic conditions is required to determine if a signal should be installed and to determine the proper design for a signal installation. The "Manual on Uniform Traffic Control Devices", sometimes referred to as the MUTCD, is a national guideline which outlines criteria, or warrants, that must be met if a new signal is to be considered.

These warrants include vehicular volume, delay, pedestrian volumes, school crossings, and accident experience. Other criteria such as bicycle volumes, railroads, land use, and local support are also considered. The State Traffic Engineer has been given the responsibility to approve the installation of all new signals on State Highways.

Q. What are those circular and diamond-shaped objects in the pavement at signalized intersections?

A. The circular and diamond-shaped objects are called traffic loop detectors because they consist of loops of wire buried in the roadway. When a vehicle drives towards an intersection that has a traffic signal, these loops detect the presence of the vehicle and send a message to the control unit of the traffic signal that there is a vehicle approaching. This helps to reduce waiting time for the vehicle and avoids having the signal change if no vehicle is waiting.

A. Pavement markings are sometimes made to rumble when vehicle tires across them. This alerts the driver that he is crossing the pavement marker and helps decrease the number of "run off the road" accidents. These pavement markers also provide better visibility than standard painted markers, especially in rainy conditions.

A. Ramp meters are traffic signals that use red and green signals to control how many vehicles enter the freeway. If too many vehicles enter the freeway at the same time during the rush hour, there is a dramatic slowing down of traffic and congestion throughout the freeway system. Ramp meters regulate the flow of entering vehicles so that the vehicles can be accommodated. By linking the ramp meters to the traffic signals in the area a steady, manageable flow of traffic can be maintained. Ramp meters help us use the existing transportation system efficiently and reduce the need for more freeways.